Wedding Reception Policies

Duration

Your event may not exceed four hours, and all events must end by 11 p.m. due to local noise ordinances.

Final Guest Count

Confirmation of the final number of the guests attending your event and the remaining balance of your good-faith estimate, is due at your final meeting 10 business days before your wedding.

Special Dietary Arrangements

The Catering Department can accommodate most dietary restrictions and vegetarian/vegan options for your group if necessary.

Arrangements for Children

Children require some special thought at your event. We can assist you by providing a special menu for children 12 and younger. Children over 12 will be charged for an adult plate.

Smoking

Smoking is not allowed in any buildings or tents at the University of Richmond, including restrooms and lobbies. Designated smoking areas are located at each facility.

Leftover Food and Beverages

All food and beverages leftover from any function will remain the property of the University Catering Department and may not be removed from the location of service. Leftover wedding cake is the only exception.

With few exceptions (bakers and florists), all outside vendors must be on the University of Richmond’s approved vendor list. To ensure the safest possible service, all catering vendors must have on file with us a current copy of their business license, health inspection report, and liability insurance certificate which meets the University requirements.

Specialty Linen, Chair Covers and Bows

The University Catering Department has a wide array of specialty linen as well as chair covers and bows that you may rent. Your catering event planner can work with you on specific selections and cost.

Equipment Rentals

Often on special occasions such as weddings, specialty equipment such as dance floors, tents, red carpets, specialty chairs, chargers, specialty glassware, champagne and punch, and fountains are desired. Please talk to your event manager so they can work with you on these details and let you know the additional costs of each.

Dance Floors

All receptions at the University of Richmond where dancing is planned must have a dance floor. The dimensions of your dance floor may vary based on the number of guests at your event, but a 16-foot-by-20-foot dance floor is typically the smallest appropriate size. The rental cost will be added to your room rental charges and arrangements can be made through the Jepson Alumni Center or Events Office.

Wedding Cakes

We understand that your wedding cake has a special and significant importance to your wedding. You are welcome to select your baker and contract with them directly. The University will not charge a cake-plating fee, and will provide a silver cake plateau at no cost for traditional round wedding cakes. Please provide your event manager with the name and phone number of your baker to ensure timely delivery of your cake. Leftover wedding cake may be taken at the conclusion of your wedding if your baker provides boxes.

Deposits

A non-refundable facilities (room rental) deposit may be required to hold your event. A deposit equal to half of your room rental is due within 30 days of your receiving confirmation paper work. Catering requires half the anticipated cost of your event due 30 days prior to your event. Room rental fees are a separate fee and not included in your catering costs.

Service Charge/Taxes

All billing is subject to 5.3 percent state tax, 7.5 percent food tax, and 18 percent service charge. The service charge is not a gratuity, but a charge to cover overhead, profit, and/or miscellaneous expenses. These costs can include (but are not limited to) office personnel, training expenses, culinary staffing, marketing, vehicle expense, uniforms, and smallwares.).

Payment Requirements

Your catering event manager will send you a contract with the Terms and Conditions form to be signed and returned no less than 30 days prior to your wedding. The deposit of half the amount of the good-faith estimate is due no less than 30 days prior to your event. The remaining balance will be due at your final meeting and based on your final guaranteed guest count. Alcohol usage, any additional guests, taxes and service charge, will be applied to your total bill at the conclusion of your reception, net 30 days.

Cancellations

Room cancellations are subject to all cancellation fees as outlined in the facility guidelines. Catering cancellations are subject to all fees as stated in the Terms and Conditions attached with your final menu and catering contract.